Time tracking | Time sheet

Accounting Features

Depending on what function the employee performs in the organization and at what time his presence in the organization is required, we assign him a working time (shift).

One organization may have not only several different modes for personnel, but also several different accounting systems.

I'll tell you about everything in detail, but let's start with the types of working hours. This is the first category with which the recording of working time in an enterprise begins.

Who needs what schedule

Based on the amount of time worked in a day, labor legislation requires that the time worked be taken into account in hours.

Check this time against the norm, and if the employee works more than expected, then compensate for this with additional rest time or pay.

And then, depending on the needs of the organization, the employee is assigned a schedule.

1.1 Standardized day

Office employees, ordinary accountants, often sales departments, human resources departments, etc. In the timesheet we record 8 hours 5 days a week, in the employment contract we write - normal working day. No benefits or privileges.

Maximum free cookies. But we will pay for overtime or give you an unpaid extra day of rest.

1.2 Irregular days

Leading specialists and managers who often go on weekends and go on business trips.

In this case, overtime is not paid, but the employee has the right to additional paid leave from 3 to 10 (in practice up to 7) days.

1.3 Flexible schedule

You can assign this mode to remote programmers, marketers, and sales managers with whom you regularly collaborate.

Set by agreement the time at which the employee will also be available in instant messengers.

By the way, there is no mythical free schedule if the employee has an employment contract. You should still agree on how many hours he will have to work.

1.4 Shift schedule

Factory workers, sales consultants, administrators, etc. Personnel must be familiarized with the shift schedule one month in advance.

If there are night hours in the shift schedule, and this is from 10 pm to 6 am, they pay twice as much. Night hours are highlighted separately in the report card.

Example of a shift schedule

Who should work how much?

In total, there are three types of working hours - normal, reduced (provided for a group of people, those who, for health reasons, cannot work more) and part-time. Next I will tell you about each in more detail.

2.1 Normal

Normal working hours are 40 working hours per week, regardless of work schedule. Anything worked beyond normal hours will be considered overtime hours.

2.2 Abbreviated

The reduced time is not disputed, it is unconditionally provided to the following: minors, employees with limited work ability, pregnant women - at their request. Paid in proportion to time worked.

2.3 Incomplete

Part-time working hours are established by agreement between the worker and the provider of employment. At the same time, for teenagers, the restriction depends on whether they combine study with work or work part-time during the holidays.

For people with disabilities, the duration is determined by medical indications. Those who work in hazardous industries are also entitled to a shorter day.

I didn't know this...

Complex cases

In this chapter I will tell you about the most common problem cases when recording working time.

Pay special attention to this chapter, as there may already be such employees among your employees and it is worth reviewing their work schedule.

3.1 Remote workers

For remote workers, the best option is a flexible work schedule. You can set anything, the main thing is not to go beyond the standard 40 hours a week.

Do not write evening and night time in the additional agreement. And not only pay a salary, but also assign bonuses and additional payments for project results - delivery deadlines, compliance with technical specifications, timeliness of reporting, and so on.

3.2 Pregnant women

If a pregnant employee needs to leave frequently, they negotiate a shorter day and pay the average wage for the time actually worked.

The report card records the number of hours actually worked per day - three, four, five. Pregnant women cannot work overtime.

3.3. Part-timers

For part-time workers, a regular working week is established; most often, records are kept on a five-day work week, 4 hours a day - half of the normal duration.

It doesn’t matter whether part-time workers are internal or external, they still cannot work more than 20 hours a week.

3.4 Traveling and business trips

In the employment contract for employees who frequently go on business trips, we specify the “traveling nature of the work” so as not to overpay the employee for ordinary trips. Yes, yes, here we are talking about your savings as an employer.

3.5 Overtime

That is, this is the time worked in excess of that established for this position. The first two hours of overtime are paid at one and a half times the rate, and the subsequent hours at double. According to the law, when actual working time is recorded, the employer pays for overtime immediately.

By the way, in order not to pay for overtime, summarized time tracking is introduced, and I’ll talk about it below.

Time calculation example

https://youtu.be/vDH0kMLSnRY

What is summarized working time tracking? – Time Doctor

This article is the first part of our guide about summarized time tracking. The second part is devoted to the time sheet. Filling out a timesheet is a long and painstaking job, but we tell you how to do it correctly and quickly.

We will show what summarized working time tracking is using the example of downloading data from an online time tracking program.

The law obliges employers to maintain a schedule for recording the working hours of their employees. This way, the employee will be able to find out how much he actually earned over a certain period.

It is important to choose the time tracking method that suits you, because your salary depends on it. Most often there are two types of working time recording:

Not cumulative (daily/weekly)
Summarized working time recording

Daily accounting

is established when an employee spends a fixed number of hours at work each working day. For example, every day you come to work at 8.00 and leave at 16.00 - this is daily accounting.

Weekly accounting

established when a worker has a fixed number of hours spread over the week. For example, you must work 24 hours per week.

You can work 5 hours on Monday, 8 on Tuesday, and so on, but in a week you should get those same 24 hours.

However, there is a limitation: according to the law, work time in both cases cannot exceed 40 hours per week.

If you are using summarized time tracking

, you don't need a week or day reference. You assign any period of working time for which you need to work hours.

For example, you were given a period of 3 months. During these 3 months you must fulfill your quota.

Work at least an hour today, two hours tomorrow, there is no bar for 40 hours a week, but in 3 months you must work the established hours.

About the law in simple words

Why is it unprofitable for employers to resort to overtime? the reason is the law.

with non-aggregated accounting - working more than normal per day - overtime. According to Article 99 of the Labor Code of the Russian Federation, it is possible to involve an employee (with his written consent) in overtime work in three cases:

when the work started could not be completed (finished) during working hours due to an unexpected delay due to technical production conditions. if failure to perform (non-complete) this work may result in damage or loss of property, or create a threat to the life and health of people.
when carrying out temporary work on the repair and restoration of mechanisms or structures in cases where their malfunction may cause the cessation of work for a significant number of workers
to continue work if the replacement employee fails to appear, if the work does not allow a break. in these cases, the employer is obliged to immediately take measures to replace the shift worker with another employee.

but you need to know the main thing - the duration of overtime work cannot exceed 4 hours for two days in a row and 120 hours per year.

overtime work is paid for the first two hours of work at least one and a half times the rate, for subsequent hours - at least double the rate (Article 152 of the Labor Code of the Russian Federation).

agree, this is not very beneficial for the employer. Another thing is the summarized accounting of working hours.

Let’s imagine that there’s a deadline looming, a lot of work has accumulated, and we’re working with non-aggregated tracking of working hours. We are ready to work overtime, but the employer is not ready to pay us more for it.

You can’t go against the law, but fortunately, the summarized recording of working time is ideal in this situation. we can work even without sleep breaks (relatively speaking, of course), but still submit our work before the deadline.

We won’t break the law, and it’s beneficial for the employer.

What is summarized working time tracking?

Summarized working time accounting is:

“When, due to working conditions, the daily or weekly working hours established for this category of workers (including workers engaged in work with harmful and (or) dangerous working conditions) cannot be observed. The accounting period cannot exceed one year, and for recording the working time of workers engaged in work with harmful and (or) dangerous working conditions - three months,” says Article 104 of the Labor Code of the Russian Federation.

In other words: the number of working hours per week, according to the law, should not exceed 40. You and your employer have drawn up a work plan for the month. Working time recording is cumulative. You must work 100 hours in a month.

Let's imagine that in one week you worked 30 hours, in the second and third 10 hours each, and in the last - 50, in order to compensate for the loss in the first three. These “extra” 10 hours for the last week will not be counted as overtime - this is the main difference between the summarized recording of working time.

Your main goal is to work out. How many hours a day/week you work is up to you.

Who needs summarized working time tracking?

Remuneration based on summarized working hours is perfect for freelancers, workers hired for a specific project, and for those who have a shift schedule. Among the listed categories, we are most interested in freelancers.

Every year, freelancers are becoming more and more in demand both among customers in the form of ordinary people and among companies. This type of time tracking is the most optimal and convenient, because as a rule, freelancers do not sit in offices, but work remotely.

To fully understand how convenient the summary recording of working time during a shift schedule is for both the employer and the employee, let’s consider an ordinary freelancer.

https://youtu.be/Go5eBPMsKr0

In the morning he does not have to get up strictly at 08.00, he does not have to finish work at 16.00. He gets enough sleep, after a while he sits down to work and can easily finish his work day at 12 am (if he wishes, of course).

No one tells him that he is late, no one tells him that he is doing something other than his business during “working” hours, but he works out his set hours perfectly. The employer does not think about how to pay overtime if the freelancer worked from early morning until sunset.

A freelancer calmly carries out his work, takes breaks when he needs to, rests and continues to work with full strength.

Now many will say: “When a freelancer is given a task that needs to be completed within a certain time frame, then there is no problem with tracking the work and payment.

You agree on the amount of payment for solving the problem that the freelancer is working on. At the end of the term, you receive the finished work and know what you are paying for. But hourly wages are a different matter.

In this case, how can employers understand that the freelancer actually worked during all working hours?”

We've described a real-life example that highlights the challenges employers can face when trying to track a freelancer's work. But all the difficulties disappear if you use time tracking programs, in our case Time Doctor.

Time Doctor is an ideal assistant for summarized work time tracking

Thanks to the time tracking program Time Doctor, tracking the work of employees is very simple. We will not now tell you complete instructions on how to use a time tracker, but we will tell you a little about how useful, convenient it is and will save a lot of time and effort for those who have to monitor the work of their employees.

Time Doctor allows you to track which websites and programs an employee used during working hours. If you want to relax or step away from work, you just pause Time Doctor and that’s it, we can go about our business.

Trying to deceive a freelancer’s program is unlikely to work, because if you can still try to bypass the statistics by opening the program on your computer and periodically approaching and moving the mouse, creating the effect of being present at the workplace, then you definitely won’t be able to deceive screenshots.

Find out how Time Doctor's easy-to-use time tracking software can help your team become more productive

Time Doctor is perfect for tracking what stage of development a project is currently at.

In addition, you can invite a client to Time Doctor so that he can track the work of a specific freelancer working on his project.

This way, the customer can make sure at any time that work on his order is not stagnant, and the freelancer is honestly earning his money.

Within a month, the freelancer activates the program when he is working and provides Time Doctor data to the customer. For clarity, let’s set ourselves a simple task in the program. Since I’m writing an article, why not set myself this particular task. Open Time Doctor and create a task.

Now we can get to work and after a while look at the result in the control panel.

This is what our modest work report looks like. As you can see, out of 11 minutes, only 3 minutes were spent working in Microsoft Word, the rest of the time had nothing to do with work. The customer does not need to stand over the employee’s soul, the employee does not need to think about how to provide the customer with evidence of his work. We launched the program - we work, paused it - we rest.

The screenshot clearly shows how many hours per day/week/month the employee worked and calculating how much he needs to be paid will not be difficult.

Calculating a shift work schedule online is an ideal option, because after a given period, the employer has a complete record of your work, along with screenshots and statistics of the applications used.

All that remains is to enter the data into the working time sheet.

Let's summarize what summarized accounting is, who needs it and how it is useful

Remuneration for summarized recording of working hours is relevant for irregular work schedules. Today you worked 5 hours, tomorrow - 10, last week 20, this week - 50. In summary accounting, there is usually no such thing as overtime, therefore, if an employee works 50 hours a week at one fixed price per hour, the law does not is violated.

Summarized accounting is especially relevant for freelancers, because the concept of “deadline” is very familiar to them. Summarized working time tracking allows a freelancer to legally work as long as needed. The employer, in turn, does not think about overtime and increased pay for the employee. To monitor the activities of freelancers, programs such as Time Doctor are used.

Time Doctor Customer Opinions

Source: https://www.timedoctor.com/blog/ru/%D1%81%D1%83%D0%BC%D0%BC%D0%B8%D1%80%D0%BE%D0%B2%D0 %B0%D0%BD%D0%BD%D1%8B%D0%B9-%D1%83%D1%87%D1%91%D1%82-%D1%80%D0%B0%D0%B1%D0 %BE%D1%87%D0%B5%D0%B3%D0%BE-%D0%B2%D1%80%D0%B5%D0%BC%D0%B5%D0%BD%D0%B8/

Types of accounting

We remember that the state considers the norm to be 40 hours of working time per week.

There are 8 working hours per week and 8 working hours per day. But this also happens - do you need an employee to work 9 hours on Monday and 7 hours on Friday?

How to correctly calculate his salary then and act within the law? I’ll tell you how to keep track of employees’ working hours and where it is recommended.

Daily or daily

Daily accounting
With standard accounting in 80% of all organizations, the time worked by an employee per day is taken into account, then all additional hours will be counted as a day. This is daily accounting.

When to use: use in cases where working time does not change; in hours it coincides with the norm of the month according to the production calendar.

How to pay: payment is calculated for each working day/shift. The standard working day is paid in a single amount, and everything higher is considered hours of work above the standard, overtime (I wrote about them above).

Weekly

What else is this?
Weekly accounting is used quite rarely. It differs from daily in that it summarizes the time worked during the week.

Staff can work a week according to the schedule - 2 days for 10 hours and 4 days for 5 hours, this is also acceptable if there is the necessary continuous rest. Then the time spent by the worker per week will be counted.

When to use: When an employee needs a non-standard schedule, for example, because of a small child. Or the distance of work from the place of residence, he can come to work only at certain hours.

Or his presence at the workplace is needed, say, on Monday until 9 pm, and on Friday only 3 hours.

How to pay: Payment is calculated per week. The standard working day is paid in a single amount if it does not exceed 40 working hours per week, and anything higher is considered hours of work in excess of the standard, overtime.

Summarized

Summarized
It is called so because it is not limited by the deadlines of the day or week for calculating wages - all overtime work can be determined only by the accounting period.

And this period can be from a month to a year. All this time we pay for work at the same rate, and we will pay for overtime at the end of the period.

When to use: in production during continuous or shift work, for example, security companies and other services and organizations.

In case the daily or weekly work hours established by law are not observed. The time worked by personnel during the accounting period is taken into account.

How to pay: basic time payment is calculated based on the approved tariff rate, average earnings and is paid monthly in one amount based on the number of hours worked.

Payment for overtime work based on the summation of working hours occurs at the end of the reporting period. The accounting period can be a year, a quarter, a month - at the discretion of the employer.

Who can work part-time?

Reduced working hours apply to the following categories of the population:

Children under 16 years of age – limited to 24 hours per week.
Teenagers from 16 to 18 years old. Their norm increases over time to 35 hours per week. The same indicators apply to disabled people of the first and second groups.
People working in hazardous or hazardous work conditions may perform duties 36 hours per week.

Part-time work must be agreed upon in advance between the manager and the subordinate at the stage of signing the contract and indicated in the records. The obligation to keep records of part-time work rests with the employer only in relation to such population groups as:

pregnant women;
parent of a child under 14 years of age;
parent of a child of a disabled minor;
people who care for a sick relative (according to a doctor’s opinion).

Part-time working hours can be set at your discretion, for example, part-time (reduced) or part-time work week (days off every other day or every other day). Such a schedule should not affect the labor rights of a team member or the duration of his vacation. Payment for work performed is made in proportion to the volumes completed.

Legislation and responsibility

Since this indicator is controlled by law, let’s talk about it. I will also tell you about the main documents that in one way or another touch on the topic of accounting:

Production calendar. Approved by a decree of the Government of the Russian Federation and published at the end of the next year;
Labor Code. Most of its sections in one way or another relate to the assessment of labor and wages, but the main one is the third part of the Labor Code of the Russian Federation;
Resolution of the State Statistics Committee of the Russian Federation . From 05.01.2004 N 1 “On approval of unified forms of primary accounting documentation”;
2 tbsp. 9 of Law No. 402-FZ. The law also contains requirements for the processing of primary accounting documents.

Everything else is regulated by internal orders. Responsibility for maintaining is assigned to department heads, secretaries, personnel managers, and accountants.

There are two forms that are used to organize accounting - T12 and T13. All possible options for marks in the report card are deciphered in form N T12.

They are almost the same, except for a small difference. Form T13 is used for automatic time tracking programs, for manual filling out form T12.

Time sheet

Time and attendance documentation

In addition to mechanical and technical methods that help managers more, it is important to fill out all documents and regulations related to reporting and time.

There is a certain document that is established by Goskomstat No. 1, it is called a working time sheet. The implementation of this resolution must be carried out in accordance with the norms of Article 91 of the Labor Code of the Russian Federation at all enterprises without exception, regardless of the form of ownership of the company.

Accounting for staff working hours in accordance with the law implies maintaining a time sheet, the form of which is approved by Resolution of the State Statistics Committee No. 1 and the registration of which must be carried out in accordance with the norms of Art. 91 of the Labor Code of the Russian Federation at all enterprises, regardless of their form of ownership.

Special accounting schedules are maintained, which indicate the working time. They can be filled in manually or automatically. There is special software that automates the process.

The form of the schedule itself for recording working hours was also established in 2004. The timesheet can be generated in Excel and filled out yourself. It consists of several parts-modules:

The name of the company must be indicated at the top of the table.
The following columns are “Date of compilation” and “Sequence number of the report card”.
The “Reporting period” column must be filled in with the dates of the current month, day by day.
The next column is filled with serial numbers.
In the next column the full name of the employee is entered, as well as his position.
Column 4 should contain data on the employee’s absence from work for a stated reason or without specifying a reason.
The next two columns must be filled in with information indicating the volume of work performed and hours worked.
The next two columns are filled with payroll data indicating the code and type of payment.
The last column is devoted to indicating the reasons for workers' absenteeism.

Documentation of working hours must be certified by the signatures of employees, a personnel specialist and the head of the department. There should be no inaccuracies or errors in the document, since it is accountable, and the payment of workers at the established rate directly depends on this document.

Control tools

The time that can be spent fulfilling the employer's accounting duty can be reduced by using various automated employee time tracking systems.

Even in small organizations, labor costs for recording working hours can take up to several working hours a week, but in large organizations it is impossible to do without automation.

Simple

Time tracking tools can be automatic and simple. The choice depends on the needs and objectives of the company.

If the only need is to reduce the time spent on information processing and payroll calculations, simple accounting programs will be enough for you. And then I’ll go over them in more detail.

1.1 Excel table. Google Sheets

Excel spreadsheet
Perhaps the easiest way to keep track of working hours. Suitable if you have a very small organization that does not require detailed accounting of all actions.

For free;
Just;

“On my knees”;
No automation;
Only for small organizations;
Do not reflect the quality of time worked;
Errors and confusion during shift schedules.

If you are just starting your business or have a small company, then you definitely do not need an employee time tracking terminal.

I advise you to use these tools and keep track of employee working hours in an excel table. Such accounting is better than no accounting at all.

1.2 Accounting programs

Accounting programs
These include, for example: 1C, Sky, My Business, Kontur.Accounting and others. Here we are talking about automated recording of employee working hours.

Of course, strict control will not work; rather, such programs will simplify accounting for the relevant specialists.

It’s convenient for accountants and HR officers;
You can add charts, record orders;
Ready-made payroll sheets;

Do not reflect the quality of time worked;
The security function is not solved.

Accountants will definitely thank you for such programs, because here, after all, we are talking about automatic recording of working hours and you no longer have to manually calculate everything for each employee.

1.3 Video surveillance

Video surveillance
Simple or more complex, with microphones and voice recorders. Video surveillance does not solve discipline problems; rather, it is an auxiliary tool for enterprise security.

Shows who came to work at what time;
You can find out who did what during the working day;
Help control security;

Working hours are recorded in programs;
Impossible to integrate with accounting programs in practice;
It is difficult and time-consuming to keep track of everyone.

An interesting story from practice: one of the employers installed video surveillance with a microphone in the sales department, but “forgot” to warn the staff about it.

One day, after a conversation between a manager and a client, he couldn’t stand it and gave feedback over the speakerphone. A department employee broke the silence with the phrase: “Thank you, Lord!”

1.4 Crm systems

Crm systems
These include: Bitrix24, Megaplan, SalesapCrm. Almost all CRMs are equipped with a time tracking function.

How this happens - when you turn on the PC and enter CRM, either the start of work is automatically recorded, or CRM offers to mark the start of work by pressing special buttons.

Operating time is recorded automatically;
Uploading to special report forms;
Augmented activity: number of calls, letters, etc.;

A good tool for analyzing the quality of time spent;
The actual picture may not reflect;
Does not resolve discipline issues;
For analysis, more detailed information is needed - call details, etc.

Such programs already show a clearer picture and will help analyze the work of each employee and evaluate his effectiveness, as well as show hours of stagnation.

By the way. Do you want to double your sales and increase business efficiency? Then implement CRM quickly! I recommend Bitrix 24 and Megaplan (“Megastart” 10% discount on everything + 14 days free). Then you will say thank you.

Complex

Next, we will look at more complex technologies - automatic systems for recording working hours using cards, time tracking and terminals for controlling entry and exit to the enterprise.

2.1 Controllers with access via electronic passes

Controllers with access by electronic passes
The principle of operation of the time recording equipment - controller is as follows: you can get into the room and leave it using a special card.

The card is programmed for one employee, of course, each entry and exit is taken into account. This is already an electronic recording of working hours.

Easy to use;
Unloading analysis allows you to track all personnel movements;
The card can be configured to provide access to individual rooms;

Cards are often lost or stolen;
Responsible persons may grant access for other purposes;
Control over the use of cards is carried out separately.

For small businesses and offices with low traffic, there are programs with maps and video recording at the time the card is activated. But if such a small terminal is installed at the entrance to a large enterprise, a queue is possible.

2.1 Biometric terminals and controllers

Biometric terminals and controllers
The same time and attendance equipment as card readers, but to get through such a terminal you need to scan your retina or use your fingerprints. Here is a more interesting option.

It is almost impossible to fake such a “pass”;
It is possible to integrate with accounting systems;

The access opening time is longer than regular cards;
There are system errors that need to be corrected;
Not suitable for places in enterprises with high human traffic.

Another significant disadvantage is that workers themselves do not really like such electronic time tracking devices, believing that this is super control and is not always justified.

If the cost of company equipment or trade secrets is high, then such measures are quite acceptable.

2.3 Time trackers

Time trackers
Time trackers: Crocotime, Kickidler, Timedoctor. These are screen screening programs that are installed on personal computers, monitor their performance throughout the day, and take photographs from the screen.

The functions allow you to analyze how much time was spent and on what business process, how it could be simplified, and which third-party sites the staff visited.

Form a general picture of the working day;
Take screenshots;
Helps analyze time spent;
Legality;
No permission is required for installation;
Information Security;
The optimal choice for tracking the working hours of remote workers;

Does not provide general security;
Suitable for positions that constantly work with a PC.

A really convenient tool, unlike the employee time card system, as it will show the employee’s entire working day.

You can easily figure out when a specialist is taking time off from work and minding his own business.

Methods for recording staff working hours in an organization

The use of any of the methods for tracking working time and recording work performed is impossible without understanding and taking into account the following aspects:

Specifics of employment in the company and working hours.
Team discipline.
Financial condition of the company.
Corporate ethics.
The ratio of costs for each employee and his productivity.

Depending on the personal aspects of activity and work in a team, as well as the attitude of the employees themselves to work, their motivation and requirements for the quality of work, the manager can use the following methods to help organize time tracking in the company:

Establishing an access regime for working hours using accounting equipment, hiring a security guard or watchman, keeping a log of the arrival and departure of employees. Automated control of working time is a technique that involves installing a terminal or turnstile or gate. To do this, you will need a controller for the system and its serviceability, a computer and software. This method will allow you to find out information about smoke breaks and absences of employees. Additionally, a report card is kept in the T-13 form. The advantages lie in the accuracy and objectivity of recording the set time.
A biometric location access and time control device is the most expensive time tracking method. It can read information about a worker by scanning a fingerprint and record work time. Organize attendance control, delegate this function to the head of the department, or personally control the recording of working hours.
Shifting responsibility for arrival times to the employees themselves and monitoring these indicators using daily reports on the work done (if the manager has enough time to study the reports).
Using scanners or access cards for computers and other equipment. They notify the boss when employees arrive at work and begin to perform work duties. You can install such scanners on the office door. The program, using a controller, records all data and events occurring in the enterprise. Information is stored in the database for a long time, and reports can be generated over a long period of time.
Technological equipment of parking lots. If a company has a large territory and a large staff, it can install special parking systems in which the car number or other employee data will be recorded upon entry. At the same time, the issue of entry and exit of vehicles, parking spaces and arrival time will be resolved. You can hire a special person who records the arrival of the employee, or install a terminal for reading cards. The software allows you to identify a person using a radio key fob, which is used to open the parking barrier. The disadvantage of this method is that the path from the parking lot to the workplace and the employee’s smoking and coffee breaks are not taken into account.
Using video cameras to track employees' time in the workplace. Cameras are installed either on personal computers or throughout the office as a whole. They must be used with caution, since the presence of total control can negatively affect the working atmosphere and reduce the motivation of workers.

All these methods require additional costs, but they are able to provide the most objective information and correctly record working time. They are used in cases where there is a large staff of workers who cannot be physically controlled by one person. Those costs associated with the purchase of equipment for time tracking will pay off due to increased staff efficiency and increased company profits.

The task of monitoring working time is successfully performed by DLP systems.

About deception

In this chapter, I will tell you a few stories from practice about how company employees managed to deceive accounting systems. So read carefully and take it into account. And then suddenly there are people like that in your surroundings.

Story 1 – CRM system

Valentin came to work first, turned on all the computers, pressed start, but what did he care about, he was a morning person. Later, colleagues arrived, some with coffee, some after a party. Well done Valentin. But there is no discipline.

Story 2 – pregnant women

The organization had a terminal at the entrance with an electronic card pass. No one made any complaints against pregnant employees. So, through the door opened by the pregnant woman’s electronic pass, colleagues went out to smoke in groups of 5.

The deception was discovered when the security service decided to check why the employee went outside and back in three times within fifteen minutes.

Story 3 – about accounting in Excel

The production manager redid the time sheet five hundred times before handing it over to the personnel officer and then to the accountant. Since he didn’t have time to make time sheets, it was easier for him to guess what was wrong than to check all the employees’ outputs.

There was a pile of statements and explanatory notes on the table. And on payday, he ran from his female team of 30 ladies who had been paid incorrectly.

WE ARE ALREADY MORE THAN 32,000 people. TURN ON

In-scale / marketing

Step-by-step algorithm

So, everyone seems to have read it, understood everything. Now all that remains is to figure out how to organize, implement and take into account.

I won’t go into detail, I’ll just go over the top. And here’s some advice for you: go from simple to complex in order to understand the intricacies of accounting and not forget anything. And this algorithm will help you.

We determine the nature of the work in the position. In some cases, we must indicate this nature of the work in the employment contract. It can be traveling for couriers, drivers, it can be seasonal, at home - the character can take into account different characteristics;
We determine the type of working hours suitable for this position. We wrote about this in detail above. Does the employee often overwork? Is he the responsible person who should be present at production in case of accidents?
We register it in local documents. For example, in the “Internal Labor Regulations”, “Regulations on Remuneration”, in the “Job Description” of an employee. Here you will describe all possible schedules, shifts, norms;
We create work schedules for employees. Flexible, replaceable, then approved by the manager, signed by the employee. For office employees and administrative personnel, we introduce you to the production calendar in December;
We draw up an order - “On recording working hours at the enterprise . Sometimes separate instructions are introduced, even a separate Regulation on recording working time. We introduce employees against their signature on the familiarization sheet;
We appoint responsible persons by order. That is, those who keep track of working hours - heads of groups, departments, accountants, personnel officers, if any. The accountant and the person responsible for personnel must be included in the order;
We keep records every month. And for this purpose, we collect time sheets from managers, explanatory notes, time off, are verified by an accountant and entered into the 1C program or another program that calculates wages No.
We automate working time recording. We set up downloads and integrate with accounting programs. We test until the main processes are established. We periodically check the systems for correctness;
We check and control. We monitor data at certain intervals. We write regulations for recording working hours, the correct use of automatic accounting systems;
We pay wages fairly. Hooray! If you honestly took into account all the nuances, calculated every hour of the employee’s time fairly, expect return gratitude in the form of discipline and improved quality of work.

These are, perhaps, the most basic steps to organize working time tracking. And of course, each business has its own specifics and the data may differ.

Fines for non-compliance with working time requirements

Clear regulation and monitoring of labor activity is a necessary measure for every enterprise. All relevant documentation must be drawn up correctly and act as confirmation that the company does not violate the provisions of the Labor Code of the Russian Federation.

If the above provisions are violated, fines are possible based on Art. 5.27 of the Code of Administrative Offenses of the Russian Federation:

From 1000 to 5000 rub. — an administrative fine for officials for violating legal norms on labor and its protection.
From 1000 to 5000 rub. — a fine for violating legal norms on labor and its protection during business activities, bypassing the registration of a legal entity. It is also possible that the company may be forced to suspend its work for up to 90 days.
From 30,000 to 50,000 rubles. or suspension of the company's work for up to 90 days - for violation of legal norms on labor and its protection.

That is, companies have the right to regulate working hours at their own discretion and choose the best methods for recording them, without going beyond legal requirements.

Rules

Simply following these rules will help avoid complications with employee accounting and claims to employers in this regard. So read carefully and correct (if necessary).

Do not violate the law. There are documents that are required to be maintained; the organization must have them - time sheets, work schedules. The working hours must be specified in the employment contract;
Responsible. That is, those who keep track of working hours must be appointed by order of the organization. And it is desirable for managers to also include this item in their job description;
Another order. “About the deadlines for submitting time sheets to the accounting department,” usually the accounting department gives itself a head start of several days to check and, if necessary, request documents;
Report cards are always handed in without any marks. And they are also signed by the responsible person and archived. The term for an employee to file a complaint regarding incorrectly accrued and paid wages is up to 1 year;
Agreement. It is necessary to obtain staff consent for video and audio recording. It is issued upon hiring or later, at the time of installation of video surveillance systems. Just don’t organize harassment and total surveillance.

That's the whole list of rules. I assure you that by using them when recording working hours, you will make your life much easier. Because you can avoid obvious mistakes and conflict situations.

Documentation for proper recording of working hours

To comply with Russian labor laws, you should keep careful records of working hours. There are standards and procedures for maintaining this indicator; they are enshrined in the following documents or local acts coordinated with the Labor Code:

Working hours rules.
An agreement that is drawn up collectively.
Agreement between the parties on mutual cooperation.

All indicators, including the length of the working day, the time between rest and work, the total working time for the week, must be indicated in these documents. When signing a contract, a new employee should pay attention to the standards and schedules so that there are no misunderstandings later.

The company must also maintain a daily report indicating the amount of time worked, taking into account unforeseen situations. For this purpose, a special document has been created - an output sheet, which records:

number of night shifts;
amount of overtime;
employee sick leaves;
staff days off (number or time);
business trips of employees;
features associated with normal work periods during the day.

In order not to record everything that happens, enterprises can opt for a special form called the Regulations, which also records working time, its features and components of labor. It allows you to calculate lost working time.